Facilities Events Coordinator / Inventory Specialist

Position Description

Facilities Events Coordinator / Inventory Specialist

The Geneva School is a mission-driven school established in 1993. Our mission is to provide students in grades K4–12 an extraordinary education, by means of an integrated curriculum, pedagogy and culture, both distinctly classical and distinctively Christian, that pursues goodness, truth, and beauty in all spheres of life, while viewing these spheres as elements of divinely ordered whole. Further, Geneva seeks to instill in students a desire to love beauty, think deeply, and pursue Christ’s calling.

Under the direction of the Facilities Director, this position is responsible for coordination of all campus events, and scheduling of those events, to ensure rooms or areas are available and that there is sufficient time for set up and break down of various events around campus. This position will meet with event sponsors such as aides, directors, parents, managers, and employees as needed to ensure all aspects of facilities requirements are coordinated and communicated with all involved.

This position will head up the calendar meetings with those responsible for the school calendar and work out the calendar logistics with the calendar committee. This position will be the point of contact and administrator of any changes or updates needed in Event Manager and Asset Essentials for all employees.

This position will review and finalize all event set-ups to ensure they are completed per the requester’s needs. This position will also be responsible for the on and off campus event warehouse inventory, all tablecloth and linen inventory, and cleaning of event table clothes used for events.

Essential Duties

Duties include but are not limited to the following:

• Attend weekly calendar meetings and work with those implementing information into the event manager’s system master calendar.
• Review the school calendar one month in advance and contact those having events to start the communication and coordination of their event.
• Manage all facility and event scheduling working with different departments to ensure areas used are approved and set up requirements are documented and work orders written for needs from each department supporting the event.
• Coordinate larger events and calendar with Athletics and PE coaches to move classes outside so the crew can have more time during the daytime hours to set up larger events.
• Work with the IT director and Theater personnel to help coordinate the theater Black Box scheduling.
• Evaluate all events and areas requested to ensure there is no crossover of areas and timelines and to ensure time is allotted for all aspects of the events from set up to teardown.
• Attend larger events as the main contact person for facilities and work alongside the event sponsor.
• Create set up and break down work orders for the facilities techs to follow for each event.
• Work with the Facilities managers and others to make sure all layouts and designs for events are completed at least 5 days in advance for planning. Any issue with this timeline must be reported to the Director so it can be managed with the Head of School or other Directors.
• Implement and oversee all assistance with training in the Asset Essentials and Event Manager training.
• Conduct pre and post meetings with larger event requestors to review and discuss with the director and managers any improvements to enhance the process.
• Create work orders needed to provide facilities, technology and other department information of when and how they can provide support and assistance.
• Communicate with faculty, staff, administration, and parents with regard to repairs, work orders and set-ups.
• Help the Director determine budget needs for storage and supplies needed to support storage.
• Manage and maintain spreadsheets of inventory for off campus storage, adding and deleting inventory as items are added or removed. This inventory will also be for the house events storage area only and manage all the tablecloth needs.
• Reply and respond to emails daily to keep communication open.
• Assist all facilities activities as needed.
• Observe and report maintenance problems to Director, Manager.
• Perform other duties and related tasks as assigned.
• May be required to work outside buildings to meet with requesters.
• Physical effort required by the job includes standing, climbing stairs, stooping, pulling, pushing carts and lifting up to 25 lbs.
• Should have full use of eyes, being able to identify colors.
• May be required to stand or walk for long periods; should have full use of limbs.
• Must be able to speak and write well enough to effectively communicate within the department and others without disruption of workflow.
• May be required to work holidays, weekends, extended.
• Must be able to endure long hours of continuous work when called upon to do so.
• Must have ability to follow oral and/or written instructions.
• Must hold a valid State of Florida Driver’s License.
• Perform other related tasks as requested by the Facilities Services department or the Property Assistant Manager.

Required Skills and Experience:

• Must have HS diploma or GED and event coordination experience a plus.
• Must be able to use and have working knowledge of Google email, Google Drive and use of events software a plus.
• Willingness to learn software programs that may support the school’s needs.
• Ability to multitask when needed.
• Must have knowledge of Excel, PowerPoint, photos, paint and other application apps.
• Must have strong knowledge of Excel to make spreadsheets for inventories; Word Perfect and other document, design software a plus.
• Must be able to read, write, and communicate clearly with others.

Intrinsic Qualities:

• Ascribes to and agrees to live in accordance with The Geneva School’s statement of faith.
• Holds oneself to a high standard of honesty and integrity.
• Able to work effectively both in collaboration with other professionals and on own initiative.
• Professional and approachable in appearance and attitude.
• Willingness to learn new skills.
• Self-motivated with a positive ‘can do’ approach to work.
• Reliable/dependable.
• Detail-oriented.
• Able to search for solutions.
• Practices good stewardship of the school’s resources.
• Enjoys working around children and is able to form and monitor appropriate relationships and personal boundaries with children and young people.

Employment Information

The Geneva School prohibits discrimination on the basis of race, color, sex, national origin, age, marital status, physical disability, handicap, or any other consideration protected by law. Employment decisions will be made on the basis of each applicant’s job qualifications, experience, and abilities and in full accord with The Geneva School’s statement of faith and the school’s statement of mission, vision and values.

Interested candidates please apply at this link.